REQUEST FOR PROPOSALS #7-03 July 16, 2002
REQUEST FOR PROPOSALS (RFP) FOR PARTNERS IN THE
IMPLEMENTATION OF PEOPLESOFT ERP PRODUCTS
AT THE UNIVERSITY OF MAINE SYSTEM
Administered by
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System is seeking proposals in order to create a resource base of consultants and implementation partners for the implementation of several PeopleSoft products over the next five years.
1.2 Definition of Parties: The University of Maine System will hereinafter be referred to as the "University" and respondents to the RFP shall be referred to as "Bidders."
1.3 Scope: Over the next 5 years the University will be implementing Human Resource, Financial and Student Information modules of the PeopleSoft education products. In the course of doing so, the University will employ the services of qualified consultants to assist where University resources are insufficient. The consultants must be (or have been at some point) PeopleSoft certified for the implementation of Version 8 products. Based on the results of this RFP, the University intends to create a pool of qualified consultants to pull from as needed over the implementation period. As needs arise, the University will request up-to-date resumes based on skills and cost and interview the consultants for fit for a particular project. The University intends to annually update the information provided as a result of this RFP.
1.4 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site,
www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Jean Meakin, Director
Purchasing Department
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2689
1.5 Proposal Submission: A SIGNED original and 3 copies of your proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Tuesday, July 30, 2002, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals. Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any single vendor, however additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
2.0 PROPOSAL CONTENT:
Bidders shall ensure that all information requested below is submitted with the proposal. Bidders are encouraged to provide any additional information describing their capabilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond.
2.1 Fees: Include a complete description of your fees. The University will not pay for expenses exceeding 15% of the hourly rate. The University requires that you use our recommended lodging. The University will require copies of your expense reports. Consultants will not be working more than 40 hours in any one week.
2.2 Indicate a maximum percentage (if any) that fees will escalate over the 5 years.
2.3 Describe how you will handle Extended Consulting Arrangements, if they occur. The University will not pay any taxes on expenses.
2.4 Payment terms: The University normally pays net 30. If you can offer better payment terms, please indicate.
2.5 Submit indicative resumes. Describe the current level of expertise in each module, e.g., in Financials, what is the proficiency in each related area (AP, GL, Purchasing, Billing, Projects, Grants, etc.) Also describe expertise in the technical disciplines (e.g., PeopleCode, SQR, PS file structures, PS Query). Indicate whether your consultants are "owned" or on contract?
2.7 References: Include a list of references with your proposal. These references should be institutions with which your organization has done business on projects with a similar scope to this one. Include a contact name and phone number.
2.8 Attached is a copy of the University’s Professional Services Contract for your review. If you have a contract that you would prefer to use, please include that with your proposal.